Service Scheduling & Logistics Specialist

HCI Systems; Ontario (CA); On-site; USD 33,000 - 34,000; Full time

Benefits offered by this job

401k with company match

Medical, dental, vision insurance

Paid time off

Paid holidays

Weekly pay

Job summary

HCI Systems, Inc. is seeking a service administration professional to manage scheduling, client coordination, and high-volume administrative tasks for a busy fire and life safety operation.

You will support 25+ field technicians, review service orders and billing, and collaborate with Sales, Operations, and Warehouse to ensure timely, accurate service delivery and excellent client communication. The role requires strong organization, multitasking, and proficiency with Word, Excel, and Outlook.

Qualifications

• Associates degree or equivalent work experience.
• 2+ years scheduling/dispatching experience.
• Able to participate productively with Sales, Operations, Warehouse and Field Technicians.
• Familiarity with service/construction environment preferred.
• Highly motivated with strong interpersonal and communication skills.
• Skilled in optimizing workflow, prioritizing tasks and meeting deadlines.
• High self-discipline and organization.
• Typing speed 45+ WPM.

Responsibilities

• Manage 3 phone lines to schedule client appointments and emergency work orders.
• Plan testing and repair appointments with clients and building personnel.
• Coordinate 200–300 testing contracts monthly and schedule 25+ field technicians.
• Review service orders and process billings for invoicing.
• Analyze and improve processes for efficiency.
• Collaborate with internal staff to resolve issues and improve service.
• Identify client needs and perform high-volume admin duties.
• Provide clear oral and written communication; respond to inquiries promptly.
• Understand contractual expectations and ensure quality service and follow-up.
• Proficiency with Word, Excel, Outlook required.

Skills

Scheduling & Dispatching

Customer service

Communication

MS Office

Typing 45+ WPM

Education

Associates degree or equivalent experience

Tools

Microsoft Word

Microsoft Excel

Microsoft Outlook

Scheduling software

Job description

HCI Systems, Inc. is seeking a service administration professional to manage scheduling, client coordination, and high-volume administrative tasks for a busy fire and life safety operation.

You will support 25+ field technicians, review service orders and billing, and collaborate with Sales, Operations, and Warehouse to ensure timely, accurate service delivery and excellent client communication. The role requires strong organization, multitasking, and proficiency with Word, Excel, and Outlook.